Project Coordinator - Leading Industry Pay

About Client:
Client is a global financial services firm that provides a wide range of investment banking, securities, wealth management, and investment management services. It is a prominent global financial services firm with a rich history and a strong presence in the financial industry.
The Client is committed to corporate responsibility and sustainability. It aims to make a positive impact on society through various initiatives, such as promoting environmental sustainability, supporting diversity and inclusion, and engaging in philanthropic activities.

Rate Range: $30-$35.56/Hr

Job Description:
Responsibilities:

• Provide high-level administrative support to assigned team and other team
• members within the department.
• Maintain substantial executive calendars for assigned managing directors;
• schedule/reschedule meetings by partnering and coordinating with internal and
• external constituents.
• Provide excellent telephone coverage including ability to manage priorities;
• handle urgent calls with professionalism and good judgment.
• Communicate effectively and professionally with executives and act as liaison
• with their assistants.
• Navigate firm effectively and efficiently by interfacing with various departments
• on behalf of executives to collect information, respond to requests and coordinate meetings.
• Execute on projects and assignments including expense management - process,
• submit and manage for coverage teams.
• Maintain executive files such as correspondence files, document files and office
• files.
• Hold regular meetings with team to decide priorities/deadlines/projects. Provide
• regular updates on work in flight. Maintain agenda/invitations for weekly staff
• meetings.
• Responsible for administrative activities including, but not limited to preparation
• of copies; sending/receiving faxes/scans; maintaining orderly, fully functioning
• work area for executives and their staff; various projects.
• Order of equipment and resources/supplies (e.g., business cards, wireless
• devices, etc.).
• Adept at problem-solving

Event Planning and Travel Support

• Arrange large group in-person and virtual meetings - coordinate availability with
• required participants, reserve meeting rooms, secure call-in numbers, arrange
• special meeting facilities, send meeting confirmation emails, prepare, and
• distribute meeting materials.
• Coordinate department events – reserve space, coordinate catering, and
• distribute meeting materials.
• Secure all conference rooms, AV equipment, dial-in numbers, and video
• conference facilities.
• Manage business travel - book travel arrangements including flights, hotels,
• currency, and taxis adhering to policy.
• Coordinate out-of-town meetings and entertainment.
• Calendar management set-up of all internal/external meetings.
• Execute event pre-approval and post-closure actions including expense
• management.

Real Estate Management

• Coordination of all moves and associated processes: desk moves, IT moves,
• system updates, mail drops, large scale project moves and floor walks.
• Arrange workstation for visitors prior to arrival. Provide full administrative
• support to visitors where possible and if required.
• Direct and advise all visitors.
• Arrange access to buildings where necessary.

Vendor Management

• Liaise with building management to coordinate building and parking access.
• Coordinate with third-party vendors.

International Documentation Support

• Support the IBL Documentation Specialist Team
• Support Doc Specialist in reviewing documentation for credit facilities and
• pipeline management ensuring adherence to the Jurisdictional Lending Grid
• Support Doc Specialist in reviewing supplemental, jurisdiction-specific lending
• documents for loan counterparties
• Maintain internal legal partners contact list
• Assist with maintenance of Policies and Procedures including regular updates,
• edits and enhancements

Skills:

• Bachelor’s degree preferred
• Proven work experience in financial services, legal, sales and marketing
• preferred
• Results-oriented and demonstrate a bias towards action
• Work effectively with diverse teams, focusing on team success
• Adjust to changing demands and requirements
• Proficient with technology. Working knowledge with Microsoft Office
• applications, including Word/PowerPoint/Excel/Outlook/Teams
• Excellent organizational skills and detail-oriented
• Communicates effectively (both written and oral) using clear, concise, and
• understandable language. Ability to adjust style and message based on the
• audience
• Demonstrates personal resilience and a commitment to continuously learning.
• Seeks to advance his/her knowledge
• Displays persistence and tenacity for what is right and not deterred by obstacles
• Willingness to take on new projects and/or responsibility
• Bilingual (Spanish preferred)

Non-benefitted (other than those mandated under state or federal law).Please note that this position does not include paid time off benefits. ApTask offers subsidized insurance coverage to our employees.

About ApTask:
ApTask is a leading global provider of workforce solutions and talent acquisition services, dedicated to shaping the future of work. As an African American-owned and Veteran-certified company, ApTask offers a comprehensive suite of services, including staffing and recruitment solutions, managed services, IT consulting, and project management. With a focus on excellence, collaboration, and innovation, ApTask provides unparalleled opportunities for professional growth and development. As a member of the ApTask team, you will have the chance to connect businesses with top-tier professionals, optimize workforce performance, and drive success across diverse industries. Join us at ApTask and be part of our mission to empower organizations to thrive while fostering a diverse and inclusive work environment.

Applicants may be required to attend interviews in person or by video conference. In addition, candidates may be required to present their current state or government issued ID during each interview.

Candidate Data Collection Disclaimer:
At ApTask, we prioritize safeguarding your privacy. As part of our recruitment process, certain Personally Identifiable Information (PII) may be requested by our clients for verification and application purposes. Rest assured, we strictly adhere to confidentiality standards and comply with all relevant data protection laws. Please note that we only collect the necessary information as specified by each client and do not request sensitive details during the initial stages of recruitment.

If you have any concerns or queries about your personal information, please feel free to contact our compliance team at [email protected]